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Extension Technology and
Computer Services


University of Missouri-Columbia   Extension Technology and Computer Services—ETCS

 March 1999
Vol. 16, No. 3

A Technology Newsletter for Extension Specialists



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Outlook Tips: Managing Mailbox Size
by Bill McFarland

There now are limits to how much storage space you can have on the mail server. When you exceed the allocation you will receive messages like this:

Your mailbox has exceeded one or more size limits set by your administrator.   Your mailbox size is 32418 KB.

Mailbox size limits:   You will receive a warning when your mailbox reaches 32000 KB.

There are three limits which will affect your mailbox. If you are on UM-USERS, when you exceed 32 Megabytes you will receive a message from the mail system administrator with the message shown above. If you use your mail system as a filing cabinet for all the mail your ever received, you will get this message, as I did. The consequence of this first limit is you have been warned to do something about your storage space. You will still be able to send and receive mail though. Should you do nothing, at the 48MB limit you will receive the message that says you can no longer send mail. If you should still do nothing and you are still receiving mail, then at the 64MB limit you will be notified that not only are you not able to send mail, but now any mail addressed to you will be returned to the sender as undeliverable.

Manage the storage space you are using on the mail server. To see how much space your are currently using, right click on the mailbox name in the left pane (folder list) of Outlook (available only in Outlook 98). This folder is named "Outlook Today [Mailbox - yourname]". In the pop up menu choose Properties. In the properties window, click on the Folder Size button. You will now see how much space you are using in total and for each folder that you have defined. Check specifically the folders Deleted Items, and Sent Items.

We intended to set up your Outlook so that when you logged off the Deleted Items folder would be emptied automatically, after a prompt to you. If this is not set on your machine, then all the messages that you have deleted are still there, and your Deleted Items folder will be large. It is not possible to set this feature for the Sent Items folder. Consequently, you have been accumulating messages in the Sent Items folder since you started using Outlook. Your Sent Items folder is probably very big.

We suggest that you delete messages from your Sent Items folder that are over one month old, and if you see that your Deleted Items folder is large delete those messages. To set up your mail to empty your Deleted Items folder automatically when you log out, follow these steps. Click on Tools. On the Tools menu, click on Options. At this screen, click on the Other tab. Put a check in the box next to "Empty the Deleted Items folder upon Exiting". Click OK to return to the mail screen.

If you have some very large folders, and don't want to delete any of the messages in them, then you can move these folders to your personal folders. This moves the folder and its messages to your hard drive, and frees up your allocated space on the mail server. You still have access to these messages at the machine on which you saved them just like any other folders. You do not have access to the personal folders when you use Webmail, however.

Personal Folders

You may have one of three conditions for Personal Folders.

  1. You don't have personal folders installed
  2. You have personal folders on your hard drive
  3. You have personal folders on your fileserver (R:)

If you are a Number 1, email ETCS for some written instructions. If you are a 2 or 3, then you may "drag" a folder from the list of folders under your mailbox, and "drop" it into your personal folders. This will actually transfer the folder and all its contents from the mail server to your hard drive or file server. Then if you are a 2, you can access the messages in that folder just as you would have before, only the messages are now on your hard drive. Consequently, if you go to another computer where you have an Outlook profile, you won't be able to get to this personal folder. If you are a 3, then you may learn how to set up an Outlook profile on each machine that you use to get access to the same personal folder from wherever you are.

If you are a 2, and move important folders to your personal folders, you will want to make a backup plan to insure that you don't one day lose all those messages when your hard drive crashes.



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